Surgery, Cleanup and Records

Assignment #1
This assignment uses the Clear Eyes case study setting and data. Please make sure that you use only the data given in this assignment. For convenience, the data in Exhibit 2 of the case is reproduced in Assignment_1_Current_State.xls.
The spreadsheet also shows the capacities and utilizations of various resources before any initiatives.

1. Patient-centric: On the day of their surgery, each patient goes through several activities as shown in Table 1. The number of parallel stations shown are based on the fraction of available capacity dedicated to that activity. The times shown are those currently used by the clinic and should be used to answer this question.
   a. Complete Table 1 with the cycle time and flow rate for each activity. Calculate the cycle time in (decimal) minutes for the entire process. Explain your reasoning. (3 points)
   Table 1
   Activity Description Time (mins) Number of Stations Cycle Time
   (in minutes as a decimal) Activity Flow Rate
   9 check in at clinic 2 0.4
   10 Prep for surgery 10 1
   11 Surgery, Cleanup, Record* 20 1
   12 Bandage, walk to waiting 5 0.48
   Waiting time 30 unlimited
   14 PSR checks patient out 4 0.24

b. Calculate the flow time in (decimal) minutes experienced by each patient. Show your calculations. (1 points)

2. Clinic-centric: Dr. Connors is concerned about the drop-off in patients who complete intake but fail to show up for surgery. She is planning several initiatives that could help reduce the drop-off in patient volume between intake and actual surgery by half. She would like to know the effect this would have on patient volume and capacity utilization. Table 2 shows the new patient volumes if she is successful in her initiatives.
   Table 2
   Task
   Activity Patient Volume
   1 Initial patient call 14345
   2 Mail paperwork 11189
   3 Call to remind 11189
   4 40% reschedule call 4476
   5 Check in at clinic 8056
   6 Intake 8056
   7 Remind call 8056
   8 40% reschedule call 3222
   9 check in at clinic 6670
   10 Prep for surgery 6670
   11 Surgery, Cleanup, Record* 6670
   12 Bandage, walk to waiting 6670
   13 Room cleaning 6670
   14 PSR checks patient out 6670
   15 First (next-day) follow-up 6670
   16 Tues-Sat room clean (80%) 5336
   17 Sunday room clean (20%)* 1334
   18 3-week follow-up 5269
   19 3-week room clean 5269

a. Dr. Connors calculates the utilization with the increased patient volumes for staff and rooms using the available time per worker shown below. (1 point)
Available time per worker
Staff: 5days48weeks8hrs60mins Surgeon: 5days48weeks7hrs60mins
Rooms: 5days48weeks9hrs*60mins
Calculate the utilization for PSR and complete Table 3 below:

Table 3
Receptionist PSR Technician Staff Surgeon Cleaner Intake Examining Surgical
Total Time Required 29452 208893 119960 51825 161120 140667 253460
Available Workers 1 4 3 1 1 2 2 3
Available time per worker 115200 115200 100800 115200 129600 129600 129600
Total Available Time 115200 345600 100800 115200 259200 259200 388800
Utilization 25.57% 61.61% 119.01% 44.99% 62.16% 54.27% 65.19%

b. Dr. Connors is considering expanding the clinic hours of operation (staff and facilities) to six days a week and adding two extra hours each day, but surgeons will continue to only work 7 hours/day, 5 days a week. Complete Table 4 to reflect the expanded timings. (4 points)
Table 4
Receptionist PSR Technician Staff Surgeon Cleaner Intake Examining Surgical
Time Required 29452 208893 119960 51825 161120 140667 253460
Available Workers 1 4 3 1 1 2 2 3
Available time per worker
Total Available Time
Utilization

c. In your opinion, should Dr. Connors expand clinic hours as described. Support your answer with the values in Table 4. (1 point)

Sample Solution